Step 1: Audit Your Current Job Function Email Database
Posted: Mon May 19, 2025 5:16 am
The first step in cleaning and organizing your job function email database is conducting a thorough audit. This involves evaluating the quality, structure, and accuracy of the data you currently hold.
Key Actions:
Identify Duplicates: Look for and eliminate duplicate email addresses and contact records. Duplicates can distort analytics and lead to multiple messages being sent to the same recipient.
Verify Completeness: Ensure each contact entry includes critical data points such as full name, job title, company name, email address, and industry.
Assess Job Function Accuracy: Determine if job functions are categorized correctly. For example, make sure a “VP of Sales” is not mistakenly tagged under “Customer Service.”
Highlight Gaps: Make note of incomplete records or entries missing job function classifications or segmentation tags.
Tools to Use: Excel or Google Sheets for small lists, or data audit tools like Talend, OpenRefine, or CRMs like Salesforce and HubSpot for larger databases.
Step 2: Remove Invalid and Inactive Emails
No database cleanup is complete without eliminating invalid, inactive, yahoo email address and unresponsive email addresses. Holding onto obsolete contacts harms your sender reputation and skews your performance metrics.
Key Actions:
Use Email Verification Tools: Platforms like ZeroBounce, NeverBounce, or Hunter.io can scan your database to remove:
Hard bounces
Syntax errors
Fake email addresses
Suppress Inactive Users: Identify contacts who haven’t opened your emails in the last 6–12 months. Consider creating a re-engagement campaign or moving them to a suppression list.
Remove Spam Traps: These are email addresses designed to catch spammers. Keeping them in your list can get you blacklisted.
By purging invalid data, your email deliverability, sender score, and open rates will significantly improve.
Key Actions:
Identify Duplicates: Look for and eliminate duplicate email addresses and contact records. Duplicates can distort analytics and lead to multiple messages being sent to the same recipient.
Verify Completeness: Ensure each contact entry includes critical data points such as full name, job title, company name, email address, and industry.
Assess Job Function Accuracy: Determine if job functions are categorized correctly. For example, make sure a “VP of Sales” is not mistakenly tagged under “Customer Service.”
Highlight Gaps: Make note of incomplete records or entries missing job function classifications or segmentation tags.
Tools to Use: Excel or Google Sheets for small lists, or data audit tools like Talend, OpenRefine, or CRMs like Salesforce and HubSpot for larger databases.
Step 2: Remove Invalid and Inactive Emails
No database cleanup is complete without eliminating invalid, inactive, yahoo email address and unresponsive email addresses. Holding onto obsolete contacts harms your sender reputation and skews your performance metrics.
Key Actions:
Use Email Verification Tools: Platforms like ZeroBounce, NeverBounce, or Hunter.io can scan your database to remove:
Hard bounces
Syntax errors
Fake email addresses
Suppress Inactive Users: Identify contacts who haven’t opened your emails in the last 6–12 months. Consider creating a re-engagement campaign or moving them to a suppression list.
Remove Spam Traps: These are email addresses designed to catch spammers. Keeping them in your list can get you blacklisted.
By purging invalid data, your email deliverability, sender score, and open rates will significantly improve.